Searching for a new business phone system can be a pain. As a small business owner, you have a million things to worry about, and choosing the right VoIP provider feels overwhelming. But finding the right business phone solution doesn’t have to give you a headache.
We’ll walk you through what VoIP phone service is and the key features you get with a business-grade solution. No tech jargon, no fluff. Here is some helpful advice for small business owners trying to pick the best VoIP service for their team.
Let’s tackle finding the right VoIP phone service provider step-by-step and select a system that checks all the boxes.
What Is VoIP?
VoIP stands for Voice over Internet Protocol. In simple terms, VoIP allows you to make and receive calls over the internet rather than over old-fashioned phone lines.
For business owners, think of VoIP as upgrading from analog phone technology to digital. Instead of having a phone jack on your wall, your phone connects to your internet router.
VoIP converts the audio of your phone calls into small digital data packets. It then transmits those data packets over your internet connection to the person (or business) you call. In between, a service provider establishes calls and furnishes the phone system’s features.
On the other end, their VoIP phone or service pieces the packets back together so your voice comes through clearly. This all happens in milliseconds, so to you, it sounds like a regular call even though it’s traveling over the web.
What is a VoIP provider?
VoIP service providers offer phone services for businesses and individuals. They provide the necessary infrastructure, software, and support to enable online voice communication. VoIP providers typically offer a range of plans and features, allowing customers to choose the options that best suit their needs.
If you need to set up a call center for a sales or support team, you’d typically ask your VoIP vendor to set one up—it’s all integrated.
How VoIP works
VoIP works by converting analog voice signals into digital data packets. These packets are transmitted over the internet using IP (Internet Protocol) networks.
The recipient’s VoIP system receives these packets and converts them back into analog signals, allowing the voice to be heard. This process allows for real-time voice communication over the Internet.
For more details, our guide has it all laid out for you:
Why people use VoIP
VoIP is the standard for business communication due to its lower costs and flexibility over traditional phone services.
Major perks include significant long-distance and international call savings. Providers also offer unlimited plans for predictable costs, even as the business grows. VoIP systems easily integrate with key applications like CRM software and email to boost productivity.
Advanced features also drive adoption by auto attendants, including call forwarding, voicemail transcription, analytics, and more. With dependable bandwidth, VoIP allows smooth communication across different locations.
VoIP providers offer significant cost savings of up to 60% compared to analog-based alternatives. For today’s mobile and virtual workforces, VoIP delivers a dependable communication channel.
Reasons Why Choosing the Right VoIP Provider Is Important
Choosing the right VoIP provider is paramount for businesses of all sizes. A reliable and efficient VoIP system can significantly impact your communication capabilities and contribute to the overall success of your business.
1. Business communications
Effective communication is the cornerstone of any successful business. Choosing the right VoIP provider ensures that your business communications are seamless, reliable, and of high quality.
A reliable VoIP system will prevent call drops, ensure crystal-clear voice quality, and provide stable connections. This translates into improved customer interactions, enhanced collaboration among team members, and a more professional image for your business.
2. Getting personalized help
When issues arise with your VoIP system, having access to personalized and timely support is crucial. The right VoIP provider will offer excellent customer support, guide you through any technical difficulties, and ensure minimal downtime for your business.
This personalized support can save you valuable time and resources, allowing you to focus on your core business activities.
3. Scalability and business growth
As your business grows, so do your communication needs. A scalable VoIP system provided by the right provider will enable you to easily add or remove phone lines, accommodate new employees, or expand to multiple locations.
This scalability ensures your communication infrastructure can grow alongside your business without costly hardware upgrades or complex installations.
4. Cost savings
One of the main advantages of VoIP is its cost-effectiveness compared to traditional phone systems. However, the right VoIP provider will offer competitive pricing and transparent billing structures that align with your budget. They may provide affordable monthly plans, unlimited calling options, or customizable packages tailored to your needs.
Choosing the right VoIP provider allows you to maximize cost savings while enjoying the benefits of advanced communication features.
5. Integration with existing systems
Many businesses rely on various software applications and tools to streamline their operations. The right VoIP provider will integrate these existing systems, such as customer relationship management (CRM) software, email clients, and productivity tools. This integration enhances productivity, streamlines workflows, and provides a more efficient and unified communication experience.
By selecting a reliable provider, you can ensure high-quality communication, receive personalized support when needed, accommodate business growth, enjoy cost savings, and integrate with existing systems.
As you research VoIP providers, you’ll need to decide if you want to go with an on-premises or a cloud-hosted VoIP service. We explain these below.
On-Premises vs. Cloud-Hosted VoIP
Both on-premises and cloud-hosted VoIP solutions have advantages and disadvantages, and understanding their differences will help you make an informed choice.
Cloud-based VoIP
Cloud-based VoIP systems are hosted by independent providers, minimizing your own IT infrastructure needs. This makes cloud-based communication attractive for many organizations.
Primarily, the advantage of cloud-based VoIP is that you have the flexibility to add or remove phone lines and features anytime based on your needs. Providers handle maintenance, updates, and support so you avoid significant hardware costs. It also offers reliability through redundant systems, minimizing disruptions.
You are also free to choose a different VoIP provider if you want to shop around. Can’t do that so easily with a proprietary setup installed by the local phone provider.
On-premises PBX
An on-premises PBX, short for Private Branch Exchange, is hosted within a company’s physical offices. This offers full control and customization for specialized needs. However, it requires significant upfront investment in hardware, software, and ongoing IT management.
Benefits include enhanced security since data stays within your network. This works well for businesses handling sensitive information. Deep integration with other on-site apps is also possible.
The downsides are limited scalability and agility. Adding more lines means purchasing additional hardware. For dynamic teams, this can hinder growth or communication improvements.
Even with a PBX hosted on AWS, you are still responsible for security, provisioning, and VoIP technology updates such as E911, STIR/SHAKEN, and 10DLC.
… But if you don’t want to replace your IP PBX, pair it with an SIP trunking service, and you’ll be good to go.
Factors to Consider in a VoIP Phone Provider
When choosing a VoIP provider, there are several important factors to consider. These factors will help you evaluate different providers and determine which best meets your business needs.
Reliability and uptime
Reliability is crucial for any communication system. Look for a VoIP provider with a strong track record of uptime and minimal service disruptions. Consider the provider’s infrastructure, redundancy measures, and disaster recovery capabilities.
Not every VoIP vendor has the most reliable cloud phone system. Instead, we suggest confirming how many data centers (also known as POPs) they have and where they are located. The closer you are, the better the call quality and reliability.
Advanced calling features
Evaluate the calling features offered by each VoIP provider. Consider the specific features essential for your business, such as call forwarding, call waiting, voicemail, auto attendants, call recording, and conference calling. Ensure the provider offers the features you need to manage your business communications effectively.
Ease of setup
Consider how easy it is to set up and configure the VoIP system. Look for providers that offer user-friendly interfaces and intuitive setup processes. A straightforward setup will save you time and minimize disruptions to your business operations during the transition to VoIP.
For instance, when setting up desk phones from Nextiva in your office, you just need to plug them in. No complicated IP phone firmware hassles. Just unbox it, plug it in, and begin using your business VoIP service.
Flexibility and customization
Assess the flexibility and customization options offered by each VoIP provider. Look for providers that allow you to tailor the system to your specific business needs. This may include customizable call flows, advanced phone line routing options, and integration with other business applications.
Customer support
Consider the level of customer support provided by each VoIP provider. Look for providers that offer 24/7 support and multiple communication channels, such as phone, email, or live chat. Responsive and knowledgeable support can help resolve issues quickly and minimize downtime for your business.
Pricing
Evaluate the pricing structure of each VoIP provider. Consider whether they offer affordable plans that align with your budget. Look for transparent providers about their pricing, including any additional fees or charges. Compare the pricing plans of different providers to ensure you are getting the best value for your investment.
By considering these factors, you can assess the suitability of different VoIP providers for your business. Prioritize your specific needs and preferences when evaluating these factors, as each company has unique requirements. Considering these factors thoroughly will help you land the right VoIP provider with the best reliability, features, ease of use, customization options, support, and pricing for your business.
5 Steps to Do Before Buying a VoIP Phone Provider
Before purchasing VoIP phone service, we recommend a few initial steps to choose the best solution. These steps will ensure that you clearly understand your business needs and help you make an informed decision.
1. List your business needs
Start by identifying your specific business needs and requirements. Consider factors such as the number of employees using the system, the expected call volume, the need for advanced features, and any specific integration requirements with existing systems or software. This will help you narrow down the providers to meet your particular needs.
2. Establish a budget
Determine your budget for the VoIP phone system, considering the upfront costs and ongoing expenses. Consider hardware costs, installation fees, monthly service charges, and any additional features or support you may require. A clear budget will help you evaluate providers based on their pricing plans and ensure you can afford the system in the long run.
3. Test your network
Before committing to a VoIP phone provider, it is crucial to test your network infrastructure. VoIP relies on a stable and reliable internet connection, so assess your VoIP call capacity and quality of service. Confirm that you have the bandwidth, low latency, and zero packet loss. This will ensure you get the best possible performance out of your VoIP system.
4. Get accurate price quotes
Contact different VoIP phone providers and request accurate price quotes based on your business needs. Ensure that the quotes include all the hardware, software, and services required for the system. Compare the pricing plans, contract terms, and additional fees or charges to determine which provider offers the best value for your budget.
5. Read customer reviews.
Research customer reviews or case studies about the VoIP phone providers you are considering. Customer feedback can provide valuable insights into the provider’s reliability, customer support, and overall satisfaction. Look for providers with positive reviews and a strong reputation in the industry.
By following these steps, you can effectively gather the necessary information and evaluate different VoIP phone providers. Taking the time to assess your business needs, establish a budget, test your network, obtain accurate price quotes, and read customer reviews will help you decide and select the right VoIP phone provider for your business.
Popular Phone Service Features
VoIP phone providers offer a variety of features to enhance your business communications.
These features can improve productivity, streamline workflows, and provide a seamless communication experience. Let’s explore some of the popular phone service features VoIP providers offer.
Unlimited calling nationwide
Many VoIP providers offer unlimited nationwide calling plans. This allows your small business to make endless calls without incurring extra fees from your VoIP service provider. Plus, you can get phone numbers in any area code you want for an easy way for customers to reach your team.
Auto attendants
Customize automated greetings and menus to route customer calls to the correct department. Auto attendants streamline communication and enhance customer service.
Unified communications
Unified communications integrate your systems like phone, video, team messaging, and email into one business VoIP solution. Since it’s a cloud-based phone system, your team is always available, whether they work from home or in the office. With unified communications functionality built-in, you can stop paying extra for Zoom or Microsoft Teams licenses.
Call analytics
Monitor call volume, duration, and inbound call patterns with call analytics. Use these VoIP phone system insights to improve your communication strategy. Plus, you can create team-specific dashboards to track outbound calls, incoming calls, and even your customer satisfaction ratings in real-time.
Call Recording
One of the best parts of a hosted VoIP provider is the ability to record phone calls and play them back anytime. Save important customer calls for future reference or compliance with business call recording. Useful for law firms, auto shops, and finance industries, too.
Mobile and desktop apps
Some top business VoIP vendors offer mobile and desktop apps to make or receive calls from any device. Maintain flexibility and connectivity on the go.
Smart call forwarding
Forward calls based on predefined rules; never miss essential customer calls. Enhance communication flow with intelligent call forwarding.
Call parking
Put a call on hold and pick it up on any phone within your VoIP business phone system. Great for transfers between departments.
Voicemail transcription
Save time with voicemail transcription, which converts messages to text. Quickly scan and prioritize customer voicemails.
CRM and email integration
Streamline customer interactions by integrating your VoIP phone service with existing CRM and email platforms.
These popular phone service features offered by VoIP providers can significantly enhance your business communications and improve efficiency. Consider the most relevant features to your business and prioritize them when selecting a VoIP provider. Each feature creates a seamless and practical communication experience for your business.
Bottom Line When Choosing a VoIP Provider
When researching a VoIP provider, remember that the decision involves more than price, features, or VoIP technology. To make the best choice for your business, consider the following factors.
- More than price — While cost is essential, it shouldn’t be the sole determining factor. Look beyond the initial price and evaluate the overall value that the VoIP provider can offer. Consider factors such as reliability, customer support, scalability, and the quality of their infrastructure.
Investing in a reliable and reputable provider may yield long-term cost savings and a better user experience. - More than features — Although having a wide range of features is desirable, focus on the essential features for your business. Consider your specific communication needs and prioritize the features to enhance productivity and efficiency.
A well-rounded VoIP provider offering the right features for your business, even if it may not have the most extensive feature list, can be a better fit than one with a long list of features you won’t use. - More than service — While quality service is crucial, evaluating the level of customer support provided by the VoIP provider is also essential. Look for a provider that offers responsive and knowledgeable support and multiple channels of communication.
Dependable customer support can be invaluable when you encounter technical issues or need assistance with your VoIP system.
The Best Pick?
We might be biased, but the critics don’t lie. Nextiva tops numerous VoIP and business communication tool listings for a simple reason.
Nextiva delivers Amazing Service to over 150,000 businesses, and customers rave about it. It comes in thousands of passionate customer reviews across G2, Gartner, and GetVoIP.
The company’s business VoIP packages offer an unbeatable range of features, excellent reliability, and 24/7 customer support.
When choosing a VoIP provider, look beyond just the price. Consider the overall value, prioritize the features that align with your business needs, and evaluate the level of customer support provided.
By keeping these factors in mind, Nextiva is sure to be the last VoIP provider your business will ever need.
